Client Invoicing

This page provides an overview on navigating the client invoicing page.

These are related topics of the page

Introduction

A consolidated listing of the invoices raised for the core supports and direct services provided to the participant regardless of the source of funding is available through the Invoice list page. From this listing you are also able to see the processing status of your invoices, for example invoices that are either paid, awaiting payment or have been rejected.

The Invoice list page is accessed by selecting the Clients > Invoices sub menu.

Invoice List

The column structure of the Invoice list can be modified so that it lists information that makes it easier for you to identify and review invoice records, for further information on this activity refer to the topic related with customising tables views.

Navigating the Invoice List page

Record View: This is a drop down field that allows you to select from a list the record view that will be used to display the active or inactive invoice records.
Edit: Select this button will enable you to edit the invoice record.
Reporting date range: The Reporting from and To fields are used to define the reporting range when searching for an invoice record. The date range specified will influence the records listed within the invoice list datagrid. Date from and to values can be either free text input or set from a selection made through the calendar picker.
Search Field: This field is used to refine the records listed within the invoice list datagrid.
Export: This button allows you to export invoice data to a csv file. Data exported will be influenced by the selected invoice list view.
Record Display list: This drop down field allows you to specify the number of records that will listed within the invoice list datagrid. The value specified will determine the number of pages.
Invoice list: This data grid lists columns of information related with the invoice records. The information columns presented will be influenced by the record view that is selected.
Navigation count: This label lists the records listed that match the date and search criteria.
Page scroll: This button enables you to scroll between the pages.

Navigating the Invoice page

Save: This button will save changes made to the Invoice record page.
Close: This button will exit you from the Invoice record page.
Print Invoices: This button will open the Print Invoices page, from where you can print the invoice to file in pdf format.
Notes: This button will open the notes panel, where notes can be assigned to the invoice record.

To assign a note to click the icon to open the notes panel. Select the button to open the note input fields. Input details of the note Name and Description. Click the button to save the note against the invoice.
Delete: This button will delete the invoice and invoice detail. Where this happens a new invoice will need to be raised for the clients scheduled services.
Name: This field is used to identify the invoice with a unique reference, based upon the Client ID and either the Invoice Batch ID or Funding Claim ID.
Date: This field is used to identify the date of the invoice record.
Invoice Batch: This field lists a batch reference that is comprised of the funding source and the batch reporting range.
Client: This field lists the client to which the invoice relates.
Account: This is drop down field that lists your service providers. If the participants funding recording has been assigned a service provider within the Invoice To field, then the particulars of that provider will be presented within this field, otherwise this field shall be blank.

For the migration of participant invoices through to Plan Management for approval, you will need to ensure that provider has been listed to this field. Provider values can either be input in free text or selected from the drop down list.
Brokerage Number: This field is blank.
Comments: This field is used to specify a brief narration related with invoice processing or payment instructions or additional information as to the nature of the invoice.
Sub Total: This field is used to identify invoice amount prior to tax.
Tax: This field is used to identify the $ value of tax on the invoice.
Total Amount: This field is used identify the total amount invoiced, inclusive of tax.
Status: This is a drop down field that lists invoice statuses. The status types available include awaiting payment, invalidated, cancelled, paid and rejected. This status is also set when processing the remittance file.
Emailed: This field indicates if the invoice has been emailed to the participant via the Send Email interface.
Amount Paid: This field identifies the amount received in relation to the invoice. The amount paid assists in reconciling against the invoiced amount to determine partial payments. This amount paid is also set when processing the remittance file.
Payment Reference: This field will identify a payment reference either input manually based upon information contained within a bank statement or updated with a reference to the payment line when processing the remittance file.
Invoice Details data grid: This grid identifies a summary of the service delivered to the participant that comprise the invoice. The Invoice details data grid comprises the columns of

Name (this reflects the client ID and full name).
Name of the client that received the invoiced support/service.
Total Invoice hours.
Invoice Amount.

Editing an Invoice record

To edit an Invoice record observe the following steps:

Select the Client>Invoice sub menu to open the Invoice List page.
Depending upon the number of the invoice records listed , you can filter the records listed by specifying a reporting date range within the From Date and To Date fields. The reporting date can either be input in free text or selected from the calendar picker.

To refine the search results even further you can specify a value into the search field.
Highlight the invoice record that is to be edited and either click on the edit button or double click the record to open it within the invoice record page.
Activities undertaken on the Invoice record are limited to the following:

Assigning information into the comments field for invoices where the source of funding is PLAN CASH or SELF.
Updating the Account field for invoices that are to be migrated and approved by the plan manager.
Updating the invoice status.
Updating the Amount Paid for invoices where the source of funding is PLAN CASH or SELF.
Updating the Payment Reference field for invoices where the source of funding is PLAN CASH or SELF.
Assignment of a Note.